PNW Annual Conference: Annual AC Accessibility Checklist

EventAccessibility Set-up Checklist

Venue selection and preliminary planning

___Accessible meeting space and lodging selected after on-site visit and meeting with

facility staff

___Accessibility coordinator appointed, accessibility committee established

___Accommodations and Accessibility Request formvetted by coordinator and

committee, and included in registration packet/website

Pre-registration

___Reponses routed to designated accessibility coordinator

___Information on travel, parking, wheelchair and scooter rental provided ahead of time

___Accommodations arranged, to include as requested(or for open venues with no prior

registration):

___ASL interpreters contracted (at least 2 to alternate ifevent longer than one hour)

___Captioning available on videos; live captioning arranged if needed

___Handouts and presentations provided ahead of time in digital format

___Large print handouts printed

___Braille handouts made

___Companion/ support persons/ volunteers recruited and trained

___Golf cart or van with wheelchair lift and tie-downs rented or contracted if needed

___Menus selected to be as universal as possible, with gluten-free and diabetic (high

protein/ lowcarb) options available for all meals and snacks.

___Special restrictions (e.g. limit fragrances, no peanuts, no strobe lights or flash

photography) communicated to allparticipants ahead oftime

Accessible Parking

___Number of designated and marked accessible spaces at plenary equal to number of

personsrequesting them plus extras for visitors; spaces are closest to nearest

accessibleentrance and signs direct people to that entrance

___Number of designated accessible spaces near housing equal to number requested

___If a parking permit is required, this is mailed to participants who need it ahead of time

Arrival, Registration, Signage, and Orientation

___Participants needing support met at airport as needed

___Visible signs (with large font printing) from parking lot and public transit lead to

unloading areas and accessible entrances

___Greeters are stationed at all entrance doors to help with door opening and orientation

to facilities and meeting spaces

___Accessibility and accommodations information table set up at registration and staffed

byaccessibility coordinator or other designated/ trainedvolunteers

___Assistance for unloading available if requested

___Orientation to lodging, dining, restrooms and meeting spaces provided as needed

___Map provided of accessible parking spaces, building entrances, and restrooms

___Visual/verbal orientation to conference accessibility features provided at opening of

conference

___Signs guide participants to closest accessible entrance for plenary, breakout, and

committeemeeting sites

Facility physical layout

___Ramp to platform incorporated into podium design, preferably as primary access

___Accessible entrance to plenary provided near accessible parking and shuttle drop-off

___At least one gender-neutral accessible single restroom is marked and available

___Breakout sessions are in accessible rooms

___Room set-up includes wheelchair cut outs, companion seating designated next to

cutouts, 36” corridors between tables and chairs for wheelchair/ walker access,

flexible table seating with tables appropriate for wheelchair use

___Noise-free room with low lighting, and comfortable chairs or couches is available for

taking acognitive/ sensory/ or physical break during event

PA system/ communicationassists

___Assistive listening system set up ahead of time (as part of sound system) for all

plenary and large group events

___Location of assistive listening device check-out clearly marked and communicated

___New batteries for assistive listening devices are available for use and back-up

___Roving or floor microphones set up for plenary and breakout sessions

___Meeting room assignmentsare based on requests for assistive listening devices

___PA system set up for each legislative committee or breakout session with one

microphone for chair/ speaker andone for floor

___Reminders given to committee chairs to request that all participants use microphones

___Videos are captioned, with good contrast between words and background

___Captioning provided for real time use, e.g. for amendments, announcements

___Sign language interpreters oriented to schedule, space, and persons using service

Shuttle/ mobility assistance

___Shuttle (accessible van or bus with wheelchair tie-downs and golf cart if distances are

long) available for meals, sessions, committee meetings, worship, and off-site events

___Phone number to contact for rides is provided at registration

___Shuttle schedule posted, pick up places outside meeting locations, housing, and

dining hallmarked with visible signs and provided with seating

___System in place (phone number) for persons needing rides outside established

shuttlehours, and to bring scooters to and from the cars of persons using them

___Wheelchair assistance assigned, if requested

Print/vision options

___Large print materials printed for those requesting this

___Volunteer readers and mobility guides available and assigned if requested

___Video/ PowerPoint presentations use good contrast and legible fonts

___All motions, amendments and announcements are read aloud as well as projected

___Audio descriptionis provided individually or by speaker or designee

Dietary needs

___Gluten/ wheat free bread provided for everyone or availablewith location announced

ateach communion service

___Information posted at meals regarding ingredients of menu items for specific diets

___Socials, breaks, and treats have low fat/ low sugar/ dairy and gluten free alternatives

___Assistance/options provided for people with difficulty standing in line or filling their plate